Medical Secretary
Job overview
To provide a comprehensive medical secretarial service to a consultant and/or group of medical staff in an efficient and timely manner.
This post is part of a professional multi-skilled team working across the administration services.
***Preference will be given to internal Trust staff, as well as ‘Priority’ and 'At Risk' status including NHS At Risk staff throughout Devon who are able to display recent relevant experience as dictated by the Person Specification.***
Main duties of the job
To provide secretarial support to one or more consultants and junior medical staff and to assist in the organisation of the consultant’s workload.
Working for our organisation
We are a people business – where every member of staff matters and can make a difference. Patients are at the heart of everything we do. Joining University Hospitals Plymouth NHS Trust means becoming part of a team of dedicated staff, who are committed to leading the way through innovation, clinical excellence and great customer care.The Trust has great opportunities for career development in a highly progressive working environment. We offer all of this in a vibrant, modern city with a historic reputation for adventure. PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY.
If you have any issues with applying online and need additional support including reasonable adjustments with the application process please contact the recruitment team on 01752 432100. We recognise that work life balance is important for our colleagues and so we invite requests from applicants around less than full time/flexible working for our advertised roles.
Please contact the recruiting manager to discuss this prior to your application submission. We commit to giving this full consideration in each case. We encourage people from diverse backgrounds to apply for our roles, as diversity strengthens our teams.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Detailed job description and main responsibilities- Responsible for the full secretarial and administrative service to the consultant(s) and his/her medical team (where appropriate)
- Take appropriate action with regard to telephone calls from parents/carers of patients, GPs and other agencies using initiative, within broad guidelines outlined by the consultant(s)/directorate manager
- Ensure accurate messages are taken for consultant(s) team and delivered in timely manner
- Prioritise own workload
- Manage Outpatient and Diagnostic Patient Target Lists (PTL’s
- Maintain an up-to-date diary for the clinical team, liaising with external and internal contacts and organisations as necessary
- Sorting and dealing with all correspondence and keeping a satisfactory record and filing system to ensure swift retrieval of information
- Provide administrative support to consultant(s) in respect of work relating to Royal Colleges, teaching, research, NHS medical reports, charities and publications, including organising meetings, agendas and minutes
- Assist with the improvement and presentation of data collection using appropriate computer software to achieve effective results
- Ensure effective communication with all members of a multi-disciplinary team
- Undertake routine office duties including note tracing, photocopying, faxing, filing of correspondence and results and maintenance of records when required
- Be versatile and adaptable to the demands of the team. Work without supervision and take the initiative as and when required
- Notify relevant staff to ensure that consultant(s) and team leave is taken into consideration in the planning of in-patient and/or out-patient care and instruct absences to relevant parties
- Provide support in respect of consultants’ clinical audit responsibilities
- Ensure comprehensive working knowledge of iPMS as commensurate with role
- Obtain patient test results using PATH/WebPACS/CRIS system at consultant(s)/team request
- Ensure all hospital case notes are traced into and out of the department accurately on iPMS
- To obtain hospital case notes from both within the Trust and outside Trusts when required by the consultant(s) and/or team
- To arrange for copies of scans/X-rays/angios to forward to other Trusts and hospitals
- Have a working knowledge of in-patient and out-patient waiting lists within the framework of the Waiting List Management Policy (MGN4) and undertake patient pathway management when required
- Required to cover service line medical secretary colleagues during times of absence or increased workload as requested by line manager
- To carry out any other clerical duties as determined by the line manager.
Person specification
Knowledge & Experience
Essential criteria- Previous demonstrable experience within a similar role.
- Previous demonstrable experience in the use of word processors/data base/spreadsheet packages.
- Previous demonstrable experience of working within a large clinical setting.
- Previous demonstrable experience in a support/medical secretary role.
Qualifications
Essential criteria- NVQ Level 3 in relevant subject or equivalent demonstrable experience.
- OCR II standard or equivalent or equivalent demonstrable experience.
- Typing to OCR III (or above) standard or equivalent.
Aptitude & Abilities
Essential criteria- Ability to accurately touch type.
- Excellent communication and interpersonal skills.
- Understanding the Trust’s waiting list policy within the work place.
PLEASE NOTE THAT ALL COMMUNICATION WILL BE ELECTRONIC, PLEASE CHECK YOUR EMAIL ACCOUNT REGULARLY INCLUDING YOUR JUNK FOLDER.
If you need support with the online application process or require reasonable adjustments with the application and/or interview process please contact the Recruiting Manager for this post.
We recognise that work life balance is important for our colleagues and so we invite requests from applicants about less than full time/flexible working for our advertised roles. We recommend contacting the manager of the role prior to applying and we commit to giving requests full consideration.
We welcome and encourage applicants who identify with all protected characteristics to apply for our roles. We believe that diversity strengthens our teams and improves our patients' experience. At UHP we aim to create an inclusive workplace and hospital where everyone feels they belong and included.
It is sometimes necessary to close vacancies before the closing date. If you have not heard from us within 4 weeks of the closing date, please assume that you have not been shortlisted.
Providing false information is an offence & could result in the application being rejected or summary dismissal/police action if an applicant is successful.
Please note that if you are successful in your application & accept the position you agree that the Staff Health and Wellbeing Department can access your health records from your current/previous employer in order to check the status of your inoculations & screening tests.This is an automated process & the information will only be used for these purposes prior to your taking up the position with us.
For Doctors Roles:
Unsolicited CVs and Candidate Profiles/Details
University Hospitals Plymouth has a commitment to sourcing candidates directly and as such we do not accept speculative CVs from agencies.
We do, however, work with a defined list of preferred HTE Framework suppliers who may be invited to support us in sourcing candidates for particular roles.
In line with our preferred supplier list, we only pay agency fees where we have a signed agreement in place and an agency has been instructed by a member of the Trust’s Medical Workforce team.
We do not pay agency fees where speculative and unsolicited CVs are submitted to the Trust or Trust employees by any other means than the official route above. Where this is not observed the Trust reserves the right to contact these candidates directly and initiate discussions without payment of any agency fee.
Any candidate details (whether written or spoken) or CVs that are referred directly will not constitute an introduction. The Trust will under no circumstances be responsible for any recruitment fees in relation to these contacts.
Submission of any unsolicited CVs, candidate’s details and/or proposals to the Trust will not be considered further and will be deemed evidence of full and unlimited acceptance of this Agency Protocol.
In order to establish and maintain good working relationships with the Trust’s agency suppliers, we ask that this Protocol is adhered to and thank you for your co-operation.